Override the Process Date

Help Guide for NextGen® Enterprise PM 8

Override Date Using Auto Close

You can use the Auto Close process to override the process date on charges and transactions. The Autoclose process functions only if all charges or transactions for the current financial period are entered, and processed before any charges or transactions are entered for the next financial period. You can use the following process flow for the Auto Close option in NextGen® Enterprise PM: Turn off the Auto Close process for the last few days of the month. Turning the Auto Close process off keeps the month open until all charges and transactions are entered for the financial period. Perform a manual close when you are ready to close the financial period. Turn on the Auto Close process for the new financial period. For information on activating Auto Close, go to the NextGen Healthcare Success Community and download the Practice Workflow User Guide for NextGen® Enterprise PM. Parent topic: Process Date Override

Help Guide for NextGen® Enterprise PM 8

Process Date Override

You can override the current date with necessary access rights for all transactions attached to a batch to display on reports for the desired financial period. You can control the transaction date of the batch using the Process Date field in the Batch Maintenance window. Note: You must select the Batch Process Date Override option to override the date. If you override the date, the transactions entered in the batch are processed in a previous financial period. If you have not entered the Process Date during the transaction in Batch Maintenance window, the process date assigned to all transactions in the batch is as follows: Auto Close - Process Date = Current System Date Manual Close - Process Date = Current Process Date (displayed when the close is performed) Note: For example, a practice may close its month, five business days after the end of the calendar month to allow data entry specialists extra time to record all transactions for the month into the system. On 8/3/13, a user inse

Help Guide for NextGen® Enterprise PM 8

Override the Process Date

If you have security rights for the Batch Process Date Override function, the Process Date Override field appears in the Batch Maintenance window. From the main toolbar, select the Posting icon. Select the applicable batch. Select New and then select Batch. The Batch Maintenance window opens. All transactions attached to the batch have a process date displaying in the Process Date field in the Batch Maintenance window. If you leave the Process Date field blank, the process date is the current date. The following list of rules and conditions control how the Process Date Override function and the Process Date Override field are used: You cannot select a date greater than the current date. You can override the process date for any new charge added per line item. The Process Date Override is the date last entered per the encounter. Only users with the correct rights and permissions can change the process date. Users without security rights see only the Process Date Override field when they

Help Guide for NextGen® Enterprise PM 8

Process Date Overrides

Authorized users can override the current process date for all transactions attached to a batch so that they appear on reports for the desired financial period. Using the Process Date field in the Batch Maintenance window, you can control the transaction date of the batch. To authorize a user, he or she must have access to the Batch Process Date Override function. When you leave the Process Date field blank in the transaction Batch Maintenance window, the process date assigned to all transactions in the batch is as follows: Auto Close - Process Date = Current System Date Manual Close - Process Date = Current Process Date (displayed when the close is performed) If necessary for reporting purposes, you can override the process date on the transaction Batch Maintenance window so that transactions entered in the batch are processed in a previous financial period. For example, a practice closes its month five business days after the calendar month end to give data entry personnel extra time

Help Guide for NextGen® Enterprise PM 8

Viewing Transaction Dates

All transactions including payments, adjustments, and refunds can have the following dates associated with them: Transaction Date The transaction date is the date on which the payment is received. This date defaults from the Default Date selected in the Batch Maintenance window. You can modify the transaction date before the batch is posted. The transaction date cannot be modified after the batch has been posted. Post Date The post date is the date on which the transaction batch is posted. The post date is the system date and users cannot be modified. Process Date The Process date is the date recorded during the practice closing process. You can modify the process date before the batch is posted. The process date cannot be modified after the batch has been posted. The process date could be the following: The process date is same as the post date for Auto Close if not overridden by a backdate in the Batch Maintenance window. The process date is the Current Process Date displayed on the

Help Guide for NextGen® Enterprise PM 8

Security for Process Date Override

With the appropriate security rights, you can override (backdate) the Process Date for charges and transactions so that they appear on reports for the desired financial period. Month end and other reports printed for financial management purposes are typically run using a Process Date range. Only users with access rights to the following options in System Administrator can override the Process Date for charges and transactions. Operations > Transactions > Batch Process Date Override Yes: Users can access the Process Date field on the transaction Batch Maintenance window and they can enter an override process date for batches as needed. Transactions within the batch will have a process date equal to the date specified by the user. No: Users cannot access the Process Date field on the transaction Batch Maintenance window. Transactions within the batch will have a process date equal to the post date of the batch. Operations > Charge Entry > Charge Process Date Override Yes: Users can acce

Override the Process Date

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